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Automate tax deduction processing with GPT-4 receipt analysis and Gmail reporting

Cheng Siong ChinCheng Siong Chin
26 views
2/3/2026
ShopifyData ProcessingCustomersAPIPagination
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How It Works

This workflow automates monthly tax processing by ingesting expense receipts alongside revenue data, extracting structured deduction details using GPT-4, and accurately matching expenses to their corresponding revenue periods. It retrieves receipts with built-in type validation, parses deduction information through OpenAI structured output extraction, and consolidates revenue records into a unified dataset. The system then intelligently aligns expenses with revenue timelines, calculates eligible deductions, and generates well-formatted tax reports that are automatically sent to designated agents via Gmail. Designed for accountants, tax professionals, and finance teams, it enables automated expense categorization and optimized deduction calculations.

Setup Steps

  1. Configure receipt storage source and OpenAI Chat Model API key.
  2. Connect Gmail for report delivery and set up tax agent email.
  3. Define expense categories, revenue periods, and deduction rules.
  4. Schedule monthly trigger and test extraction

Prerequisites

Expense receipt repository; OpenAI API key; Gmail account; revenue data source

Use Cases

Accountants automating receipt processing for multiple clients;

Customization

Adjust extraction prompts for industry-specific expenses, modify deduction rules

Benefits

Eliminates manual receipt review, reduces categorization errors

Automate Tax Deduction Processing with GPT-4: Receipt Analysis and Gmail Reporting

This n8n workflow automates the process of extracting information from expense receipts, analyzing them using a GPT-4 powered AI agent, and then reporting the summarized deductions via Gmail. It streamlines the tedious task of manually processing receipts for tax purposes, making it efficient and error-free.

What it does

This workflow performs the following key steps:

  1. Triggers on Schedule: The workflow starts at a scheduled interval, ready to process new receipts.
  2. Extracts Receipt Data: It extracts text content from a specified file (presumably a receipt image or PDF).
  3. Prepares Data for AI: The extracted text is formatted and prepared for input into the AI agent.
  4. Analyzes with GPT-4 AI Agent: An AI agent (powered by GPT-4 via OpenAI) analyzes the receipt data to identify and categorize tax-deductible expenses.
  5. Parses AI Output: The structured output from the AI agent is parsed to extract key deduction details.
  6. Checks for Deductions: It checks if any deductions were successfully identified by the AI.
  7. Generates Email Report (if deductions found): If deductions are found, it compiles an email report summarizing the deductible expenses.
  8. Sends Email via Gmail: The generated report is sent to a specified recipient via Gmail.
  9. Handles No Deductions: If no deductions are found, the workflow merges back without sending an email, indicating no action was needed.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • OpenAI API Key: For the "OpenAI Chat Model" and "AI Agent" nodes to access GPT-4 capabilities.
  • Gmail Account: Configured as a credential in n8n for sending email reports.
  • File with Receipt Data: The workflow expects a file containing receipt information to be available for the "Extract from File" node. You will need to configure how this file is provided (e.g., from a cloud storage, a previous node, etc.).

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your OpenAI API Key credential for the "OpenAI Chat Model" node.
    • Set up your Gmail credential for the "Gmail" node.
  3. Configure "Extract from File" Node:
    • Specify the source of your receipt file. This might involve connecting it to another node that fetches files (e.g., Google Drive, S3, local file system).
  4. Configure "Edit Fields" Node:
    • Review and adjust the fields being set if your receipt data structure or desired output differs.
  5. Configure "AI Agent" Node:
    • Ensure the prompt and tools are correctly set up to analyze your specific receipt format and extract the desired tax deduction information.
  6. Configure "Structured Output Parser" Node:
    • Adjust the schema to match the expected JSON output format from your AI agent, ensuring accurate parsing of deduction details.
  7. Configure "Gmail" Node:
    • Set the recipient email address, subject, and body of the email report. You can use expressions to dynamically include the extracted deduction details.
  8. Activate the Workflow: Once configured, activate the workflow. It will run according to the schedule defined in the "Schedule Trigger" node.

This workflow provides a robust foundation for automating your tax deduction processing, leveraging the power of AI for intelligent data extraction and reporting.

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